---
title: "Management and Production of an Illuminated Trail Event"
ocid: "ocds-h6vhtk-031b0c"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-031b0c"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-031b0c.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-031b0c.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "ROYAL BOTANIC GARDEN EDINBURGH"
published: "2022-06-01"
---

# Management and Production of an Illuminated Trail Event

Buyer: ROYAL BOTANIC GARDEN EDINBURGH  
Current stage: Award  
OCID: ocds-h6vhtk-031b0c

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-031b0c)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-031b0c.json)

## Summary

The Royal Botanic Garden Edinburgh is seeking a supplier for the management and production of an Illuminated Trail Event. The procurement falls under the category of event services and is currently in the award stage. The contract, which has a value of £1,000,000, was signed on 13th March 2017, with a duration of 240 days and is for the 2022/23 Christmas at the Botanics Event. The procurement method employed was a limited procedure without prior publication of a call for competition due to delays arising from the COVID-19 pandemic.

This tender offers an excellent opportunity for event production, promotion, and management companies, especially those experienced in creating immersive and engaging experiences, to expand their business. As the event invites visitors to explore gardens after dark using light installations, audio, and visual effects, firms skilled in creative design and installation will find a good fit. With the contract covering a renowned annual event, successful bidders can also establish a long-term relationship with the Royal Botanic Garden Edinburgh for future opportunities beyond 2022/23.

## Notice

RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.

### Lot Information

Lot 1

RBGE to reappoint the existing event production, promotion and management company to cover all aspects of the creative design, installation and event management of the Illuminated Trail Event for 2022. RBGE's light event invites visitors to walk through the Garden after dark, their path guided by light installations, audio and visual effects. Their journey has, in the past, included highlights of the Garden such as: the Chinese Hillside; the Pond; Inverleith House Lawn and a viewing point where visitors can look across to Edinburgh Castle and the City skyline, lit dramatically at night. The appointment is for 12 month period for 2022/23 Christmas at the Botanics Event (CATB). The appointment is via a concession contract arrangement RBGE will be going to market for CATB beyond the 2022/23 event in Summer of 2022.

### Procurement Information

Reasons of delays caused by Covid-19 and market volatility brought about by events unforeseeable by the contracting authority. 1. Covid-19 Delays and financial uncertainty relating to the illuminated trail event known as Christmas at the Botanics (CATB) The concession is an annual event delivered from mid-November to early January each year (planning activity runs throughout the calendar year). Due to Covid-19, staff availability has been unpredictable and other Public Health restrictions, in place around the operation of public events, have created uncertainty in relation to the financial stability of the event and the operation of the concession in 2020/21 and into the 2021/22 season. To balance the risk to RBGE and the concession holder the outcome of the 2021/22 event will be completed under the terms of the existing contract. RBGE will be going to market in Summer 2022 for a supplier for a multi-year contract commencing 2023/24. 2. Market Conditions caused by the Covid Pandemic From initial market engagement undertaken in 2021 it was identified that any commercial concession response to RBGE for the CATB event would carry degrees of risk in terms of the return and stability of the supply base to service the long term requirement of the event. Covid-19 delayed activity around both the 2021/22 event and planning for the 22/23 event. The time line planning for the event has a 12 month lead in. RBGE will be going to market in the summer of 2022 to identify a supplier for a multi-year contract commencing 2023. Exclusive rights of the concession holder. IPR around the operation planning of event regulation. Support ICT operational systems i.e. ticketing and route planning.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/015362-2022 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Limited |
| Procurement method details | Award procedure without prior publication of a call for competition |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 1 Jun 2022 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 13 Mar 2017 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £7,200,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | ROYAL BOTANIC GARDEN EDINBURGH |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH3 5LR |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | Inverleith |
| Westminster constituency | Edinburgh North and Leith |
| Delivery location | TLM75 City of Edinburgh |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | RAYMOND GUBBAY |

## CPV Codes

### Divisions

- 79 - Business services: law, marketing, consulting, recruitment, printing and security

### Codes

- 79952000 - Event services

## Release History

- 1 Jun 2022 at 13:24 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/015362-2022
- 25 Feb 2022 at 08:58 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/005232-2022

## Notice URLs

- http://www.rbge.org.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000683990
- https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11182

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-031b0c. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-031b0c.json.